For The Interviewer-The Written Report

Len Addington By Len Addington, 7th Jan 2018 | Follow this author | RSS Feed
Posted in Wikinut>Health>Drugs & Medicines

In the Human Services arena we are called upon to report our interactions with the clients/customers we meet. This can be time-consuming. A concise style can save time to allow you to spend more time meeting client's needs.The sample below can give you a means to report what needs to be known in a style that can be learned quickly. It can also make it easier to be reviewed by supervisors, other practitioners, and quality reviewers at higher levels within the organization.

Headings or Subtitles

Some organizations have specific forms used in the reporting of an interview outcome. Depending upon the agency's reporting guidelines, headings or subtitles may be permitted and can be very helpful in the report preparation process. Eligibility and Entitlement Data, Veteran's History, Assessment of Abilities and Aptitudes and Interests, were three of the headings used in the preparation of reports of Veterans seeking Vocational Rehabilitation services.

The headings or subtitles should meet the needs of the report preparer and anyone who might be reading the report at a later time.

The Reader or Reviewer

The Reader or Reviewer-who will be reading the completed written report? If it is only the preparer, the degree of detail could be lessened, depending upon the interviewer’s ability to remember details. If this is for an individual in a private practice, the amount of detail can be decided based upon the services sought by the client, or the specialty of the service provider.

The frequency with which the interviewer meets with the interviewee should also be considered in the amount of information being incorporated into the report. An intake interview prepared for another professional, who will continue to provide services, should be as in-depth as possible for the benefit of both the client and the subsequent interviewer.

If the written report is being prepared for an agency the criteria or standard format for reporting should be reviewed, and the sample below Incorporated within the criteria of the agency. If the report will be reviewed to determine the quality of services provided by the interviewer to the client, the amount of detail may be dictated by the mission of the agency or organization provided the services. The purpose of the interview should be stated if the agency or organization provides a variety of services.

The format for the written report presented below focuses on the chronology of the life of the individual, and the servcies provide during the counseling process. The eight items presented in the first sentence could vary depending upon the preference of the interviewer. The advantage of the structure or format is that it becomes easier for the individual preparing the report to prepare future reports :continued use of the format will increase the speed in the preparation of future reports.

It also will become valuable to subsequent readers in that they will learn to quickly find specific information they are seeking or if they regularly review reports for the quality of services provided to the interviewee.

A Sample Written Report

The narrative presented below is an example of a concise report format that could be used in a variety of settings. Each sentence attempts to present as much information as possible using the fewest words.

Introduction: Keenan Kale (1-name of interviewee/client) is a 25-year-old (2-age) single (3-marital status) African-American (4-nationality) male (5-gender) who was seen on 01/25/2018 (6-date of interview) by Tamika Smith (7-name of initial contact person) to determine his eligibility for vocational services (8-purpose of interview).

Mr. Kale (1-name) was born on January 1, 1993 (2-date of birth) to Donald and Melissa Kale (3-name of parents) in Wilmington, North Carolina (4-place of birth). Keenan has no other siblings. The client attended North Wilmington High School (1-formal education), pursuing vocational training in electronics (2-curriculum), and graduated in 2011 (3-year of graduation).
Mr. Kale worked as a Server (1-job title) for McDonald's (2-employer) during his senior year in high school (3-time and duration of employment) in Wilmington (4-location). Keenan spent his summer after high school working as a lifeguard (1-job title) at the YMCA (2-employer) in a suburb of Wilmington (3-location). Following his graduation from high school the client enlisted in the U.S. Air Force (1-post high school employer) and completed a 26 week course (2-length of training) in Radar Technology (3-name of military occupational specialty).


Mr. Client's father passed away when the child was 11 years old. His mother was injured in an automobile accident and experienced significant disabling conditions. Mr. Client was placed in foster care. He was transferred to a different high school and began experiencing emotional problems shortly thereafter. Though he did graduate from high school he is uncertain about any career fields, and may not be accepted into the military services due to his emotional state. The Department of Education has referred him for counseling and he is participating, An assessment of his abilities and referral for vocational rehabilitation training could be a beginning to helping Mr. Client move forward from his current situation.


Mr. Client is rated by the Department of Veterans Affairs for fracture of his jaw, knee condition, left and right forearm tendonitis, upper and lower back condition, left ankle condition, hypertension, and right shoulder condition. He reports he cannot shoot weapons, that it is hard for him to communicate with others, and he has difficulty walking, running, bending, stooping, kneeling, and crawling. Mr. Client also reports pain associated with heavy lifting, repetitive shoulder and hand motion. He reports his disabilities are deteriorating.


Should part of your services to your client involve an assessment in order to justify the services you are requesting by your organization or an outside service provider, the paragraph below is a sample report:

Mr. Client was given an initial evaluation. The Wide Range Achievement Test, Career Ability Placement Test and the COPS Interest Inventory were administered. Scores on the Wide Range Achievement Test were High School on the Reading test, 7th grade for Spelling, and 7th grade for Arithmetic. Scores on the Career Ability Placement Test were mixed: Mechanical Reasoning, Spatial Relations and Perceptual Speed and Accuracy were above average. All other subtests were in the average range. The COPS Interest Inventory yielded high interests in Clerical, Service-Professional, and Technology-Professional.


A discussion of the information obtained in the assessment or evaluation. This can clarify or explain why the services are requested and how they will benefit the client. It also shows his involvement in the process to receive the services he is in need of:

Mr. Client expressed interest was in graphic design or website design. He has experience working with computers, but no credits or credentials to support this. Mr. Client went to the University and obtained information on a degree program in Computer Science with concentration in computer Graphics and Design and Web Design. He should be able to complete the requirements within two years.


This paragraph serves to incorporate all the information obtained in the initial interview, assessment, why the services are needed and how the services will benefit the client.

Mr. Client has an impairment to employment caused by the jaw, knee, back and wrist conditions. The physical demands of his job for walking, stooping and climbing cause him difficulty on a daily basis. Communicating with customers is difficult due to the broken jaw, and the veteran is self-conscious about the effect of the injury on his speech.

There is, at this time, a contribution of the disabilities to the impairment to employment based upon the fact that his conditions, at this time, affect his ability to talk to others for any length of time, lift or carry anything of significant weight, and walk or stand for long periods of time.

Mr. Client has not overcome the impairment to employment through his educational background, military experience or work history. Mr. Client was trained and worked as a Military Policeman. He can no longer stand for long periods of time, or walk for great distances. His lack of formal education prevents him from obtaining a position that would allow him to work in a sedentary capacity. The job he has as a Salesman is difficult due to the need to talk to customers; his speech is affected by the repaired broken jaw. The prolonged standing is also unsuitable for his back and knee conditions.

Mr. Client is considered to have an impairment to employment that is an employment handicap. The veteran has only worked as a Military Policeman while on active duty, and most recently, as a Salesman, for less than a year. He would not qualify for employment in law enforcement with any of the Federal, State or Local government agencies. If he obtained a position in security, the physical demands would aggravate the service connected back and knee conditions. His job as a Salesperson aggravates his jaw condition, and he is self-conscious about his impaired speech. Mr. Client lacks the education or skills to work in any jobs that are more suitable for him.


Mr. Client is in need of an additional training in order to qualify for employment in graphic design or website design. Testing indicates this is not an unrealistic goal for him. He will need to complete an undergraduate degree, and the training is available at the University. Mr. Client will need to monitor the job market closely to see if changes in this field will demand changes in his course selection or vocational goal. Mr. Client should enroll in an internship or COOP as part of his course work to insure he has a valid experience to present to prospective employers. Mr. Client should also begin seeking employment when he is within six months of completing his degree from the University.


The hope of this article is to provide a means ot helping you as the interviewer to increase the efficiency of your report writing. I worked as a Counselor for 40 years. I interviewed thousands of clients, I never met another Counselor, Social Worker, or Psychologist who did not have an over-sized case load, All wished for some means of overcoming some of the struggle of providing quality services to individuals, and meeting the demands of their agency for a quality report of the services they provided to their clients.


Case Worker, Counseling, Human Services, Intake, Investigator, Psychology, Social Work

Meet the author

author avatar Len Addington
I worked as a Counselor for 40 years. I gave my clients dignity and worth and modeled a life of integrity. I will post articles on careers and counseling and anecdotes.S

Share this page

moderator Peter B. Giblett moderated this page.
If you have any complaints about this content, please let us know


Add a comment
Can't login?